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📋 Alert- Internal Procedure Referral

How to track and manage in-house procedure referrals using the Procedure Order Work List — find/filter orders, set follow-up dates, assign locations, update statuses, and upload documents.

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Written by Angel Horowitz

ℹ️ An Internal Procedure Referral is used to document and track a procedure referral from initiation through completion.

📋 Overview

This guide shows how to track and manage in-house procedure referrals from the moment a provider orders a procedure through completion, using the Procedure Order - Work List. It explains how to find and filter orders, set follow-up dates, assign locations/clinicians, update status and priority, upload supporting documents, and record authorization and contact details.

🚀 Initiating a Referral

  1. A procedure referral is initiated when a provider places a procedure order during an encounter. After the encounter is complete, return to the Patient Record and select the Orders tab to view the newly created procedure order.

  2. To begin tracking and managing the referral, click the Queue Bar and select Internal Procedure Referral from the drop-down menu.

    🔐 Note: This is a role-based alert. Access is permission-based, so not all users will be able to view it.

  3. The Procedure Order - Work List opens, where procedure referrals can be tracked and managed.

🔍 Finding & Filtering Orders

  1. The Max Rows viewable may be increased by clicking on the drop-down menu.

  2. Search the work list by entering a patient's name or initials. Results may be further refined by selecting a Procedure Location from the associated drop-down menu.

  3. Filter the work list by entering the name of the Ordering Provider or by selecting an Ordering Clinic from the drop-down menu.

  4. Available orders may be filtered by selecting Show Active Only or Show All.

  5. Searchable columns with filters include:

    • Follow-Up Date

    • Order Date

    • Category

    • Status

    • Physician/Surgeon

    • Scheduled DOS

    • Priority

📝 Managing Order Details

  1. Selecting the File icon opens the Patient Record in a new window. A Follow-Up Date may be entered using free text or by selecting a date from the calendar tool.

  2. A Procedure Location may be added or updated by selecting an option from the drop-down menu in this column.

  3. The Order Date may be entered using free text or by selecting a date from the calendar tool.

  4. Clicking the Upload button allows users to upload supporting documents.

  5. A Category may be added or updated by selecting the corresponding drop-down menu.

  6. The order Status may be updated by selecting an option from the drop-down menu.

  7. A Physician/Surgeon may be assigned or updated by selecting an option from the drop-down menu.

  8. The Scheduled DOS (Date of Service) may be entered using free text or by selecting a date from the calendar tool.

  9. Priority Level may be set to Normal or STAT using the drop-down menu.

🔎 Expanded Detail View

  1. A numerical value displayed next to the patient's name indicates the number of procedure order notes associated with the procedure.

  2. Clicking the Expanded Detail button displays additional information about the procedure, including:

    • General Notes — free-text field for documenting procedure-related information

    • Upload buttons for Clinical Notes, Imaging, Surgical Package, and Authorization documents

    • Insurance information (auto-populates)

    • Authorization Notes and Auth Reference free-text fields

    • Follow-Up Staff and Contact Preference fields

    • Created and Updated timestamps with the name of the employee who created or last updated the procedure

  3. Clicking the Eye icon opens the Patient Contact side panel, showing the patient's contact details, address, and preferred language.

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